Executive Assistant

1 mese fa

Sesto Fiorentino FI, Italia Lilly A tempo pieno

At Lilly, we unite caring with discovery to make life better for people around the world. We are a global healthcare leader headquartered in Indianapolis, Indiana. Our employees around the world work to discover and bring life-changing medicines to those who need them, improve the understanding and management of disease, and give back to our communities through philanthropy and volunteerism. We give our best effort to our work, and we put people first. We’re looking for people who are determined to make life better for people around the world.

We are seeking a highly skilled and experienced Executive Assistant & Chief of Staff to provide crucial support to our “Sr. Vice President Drug Products External Manufacturing and Strategic Partnerships” and the Global Acceleration/GPP Leadership team. This role is pivotal in ensuring the smooth operation and coordination of high-level administrative tasks, facilitating effective communication, and enhancing organizational efficiency. As a key member of our team, you will have the opportunity to work in a dynamic and international environment, contributing significantly to our strategic objectives and global initiatives.

PRIMARY RESPONSIBILITIES:

Administrative Support:

Provide comprehensive administrative support to the “Sr. Vice President-Drug Products External Manufacturing and Strategic Partnerships” and the Global Acceleration/GPP Leadership team.

Coordinate agendas, documentation, and collaboration sites for the DPEM LT, and organize both virtual and face-to-face meetings.

Manage internal communication within the DPEM team.

Support the coordination of DPEM engagement initiatives and HR projects.

Planning and Scheduling:

Manage the calendars for the “Sr. Vice President-Drug Products External Manufacturing and Strategic Partnerships” and the “Global Acceleration/GPP Leadership”.

Handle travel arrangements and scheduling requests, including the organization of international visits and site tours for Corporate senior leadership.

Schedule ad hoc and recurring meetings, coordinating with various organizations to align schedules.

Provide proactive support with meeting agendas and preparation, tracking follow-ups, and developing pre-read materials.

Business Processes and Communication:

Develop and implement DPEM’s internal and external communication program, collaborating with sites and Corporate Communication teams to ensure aligned agendas.

Coordinate internal town halls, manage agendas, prepare materials, organize logistics, and follow up on action items.

Manage internal communication tools (e.g., Yammer) and propose new tools to enhance communication.

Create internal presentations and materials (e.g., videos) as required.

Organize and prepare presentations for site visits and periodic meetings.

Manage electronic libraries and collaboration sites for non-GMP reference documents for the DPEM leadership team.

Engagement and HR Projects:

Coordinate with HR and engagement teams across regions to drive engagement programs, addressing Pulse survey results and maintaining high engagement levels within DPEM.

Actively participate in HR projects (e.g., onboarding of new employees) and connect with sites and teams as needed.

Maintain close follow-up on key DPEM initiatives (e.g., people agenda).

Relationships:

Collaborate with the DPEM team across all geographies.

Work with DPEM HR and HR teams at all hosting sites.

Network with Italian affiliate and corporate Administrative Assistants.

Coordinate with external partners’ Administrative Assistants.

Engage with other manufacturing sites and central functions.

Required qualifications:

Bachelor’s Degree

Fluent in English and Italian (other languages are a plus)

Over 6 years of experience in a similar position within an international, fast-paced environment.

Proven ability to provide professional secretarial support to senior management, manage priorities, and meet deadlines.

Experience managing complex agendas for senior leaders.

Proficient in business event coordination.

Advanced knowledge of Microsoft productivity tools (Outlook, Word, Excel, PowerPoint) and experience using SharePoint, Teams, or similar tools.

Personal Skills:

Strong networking and international team collaboration skills.

Excellent written and verbal communication abilities.

High integrity and capability to manage sensitive and confidential information.

Prioritization and time management skills.

Effective interaction skills with senior leadership.

What we offer:

Competitive Salary : We offer a competitive base salary supplemented by an annual variable component based on the achievement of objectives.

Relocation Package: Based on your location, you will be eligible for a relocation package.

Comprehensive Benefits : Enjoy a well-rounded welfare package, including an extensive insurance plan.

Annual Salary Review : We recognize and reward your continued effort with an annual salary review, providing opportunities for advancement based on your performance. As part of our commitment to your future, you may also be eligible to receive a stock option package, aligning your success with the company's growth.

Lilly is dedicated to helping individuals with disabilities to actively engage in the workforce, ensuring equal opportunities when vying for positions. If you require accommodation to submit a resume for a position at Lilly, please complete the accommodation request form ( for further assistance.

Lilly does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.

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